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Must an Agenda for Special Meeting State It's Special?


Guest Wayne Brehaut

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Must an agenda for  special meeting state It's special? What if the distributed agenda omits most of the usual items for regular meetings, such as reading the minutes of the previous meeting, and has only a few unusual items so members should assume it's a special meeting?

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I am assuming that your bylaws do allow for special meetings, and do specify how special meetings are called.

If your bylaws do not allow for special meetings, then your question is moot.

 

Now, to reply to your question.

 

It isn't the agenda (namely, the paper sheet listing the business) which requires any mark saying "special" or "regular".

The printed agenda is just a list of reports and action items.

 

The mailed notice (the call-to-meeting) for the meeting MUST be marked as special, whether that be via a printed agenda or a plain letter.

Or, the mailed notice must at least be clear that the notice is not for a regular meeting, since you cannot even hold special meetings unless your bylaws allow for special meetings.

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Thanks for the help!

 

"since you cannot even hold special meetings unless your bylaws allow for special meetings" Except as in RONR (11th ed.). p. 92,  "( B) when authorized by the assembly itself, as part of a formal disciplinary procedure..."

 

"The mailed notice (the call-to-meeting) for the meeting MUST be marked as special," Since the agenda was an email attachment I assume the email itself is the notice, so it would suffice if it were noted there that it was a special meeting?

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Must an agenda for  special meeting state It's special? What if the distributed agenda omits most of the usual items for regular meetings, such as reading the minutes of the previous meeting, and has only a few unusual items so members should assume it's a special meeting?

 

As Kim Goldsworthy said, it is the NOTICE of the special  meeting... the CALL of the meeting... which must state that 1) it is a special meeting and 2) the specific items to be discussed at the meeting. 

 

From RONR 11th edition at page 91:  "A special meeting (or called meeting) is a separate session of a society held at a time different from that of any regular meeting, and convened only to consider one or more items of business specified in the call of the meeting. Notice of the time, place, and purpose of the meeting, clearly and specifically describing the subject matter of the motions or items of business to be brought up, must be sent to all members a reasonable number of days in advance."

 

Since most of the items of business normally covered at a regular meeting are not discussed at a special meeting (officers' reports, committee reports, reading and approval of minutes, unfinished business, etc), there is no real need for an agenda.  If there is one, it will be much abbreviated.

 

As to approval of the minutes of a special meeting or AT a special meeting, RONR says the following starting at the bottom of page 473:  "A special meeting does not approve minutes; [page 474] its minutes should be approved at the next regular meeting."

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"The mailed notice (the call-to-meeting) for the meeting MUST be marked as special," Since the agenda was an email attachment I assume the email itself is the notice, so it would suffice if it were noted there that it was a special meeting?

 

Assuming your bylaws authorize sending notice via e-mail or all members have opted in to receiving notices via e-mail, yes, that sounds fine to me.

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